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Post date: May 31, 2017 6:57:29 PM
Dear Directors of Administration and Department Administrators,
As you likely know, there have been significant challenges with the onboarding of individuals (e.g., visiting speakers, conference attendees) into i-Buy NYU. To help alleviate these challenges, please see the attached “step-by-step instructions” that have been provided by FinanceLink. We encourage all Departments to review these instructions carefully and please share these instructions with your Departmental visitors to help facilitate their i-Buy onboarding.
Additionally, we want to clarify a few of the steps in the i-Buy registration process that have been the most confusing:
- Step 3: The ‘Country of Origin for the Individual’ information is referencing the country the individual has established residency. A Resident is defined as any person who under the laws of that country is liable for tax in that country by reason of domicile, residence, citizenship or other criteria. For instance, if the individual was born in France but files taxes in the United States as their primary tax home, they would chose the United States for that selection.
- Step 4: There are two different parts where the individual must create a label for their address. The first label in the “Address Details” screen can be the location of where the payment will be sent, i.e. “Home”, “Work”, etc. In the “Primary Contact for this Address” screen the individual will be asked to create another label. This label can be anything the individuals prefers, i.e. “Home”, “Office”, “Spouse”, etc. The contact can be the individual themselves, or someone else who they would like to designate as the contact for their payments, such as their spouse or personal assistant.
- Step 5: If the individual is a foreign resident but has a US bank account, they may choose the “ACH” option, which would electronically deposit funds into the specified US bank account and not issue a paper check. However, all foreign individuals without a US bank account must choose wire transfer. Checks will not be mailed to foreign addresses, and the system does not autocorrect if an individual mistakenly chooses ACH or Check for a foreign bank account.
- Step 6: Tax Information - The required “Form Tax Year” box does not refer to the current tax year, it refers to the year the W-9 form was last updated. The current W-9 form available to download from the supplier portal is currently “2014”, found on the top left corner of the first page. Please see example below:
Suppliers who have already begun their registration but have since lost the invitation e-mail to complete their registration may go to this link to take them back to the supplier portal.
Finally, please contact FinanceLink at askfinancelink@nyu.edu immediately should any of your payees run into onboarding issues with the subject line: “On-Boarding i-Buy”; “Registration Invite”; or “iBuy”.
Please let us know if you have any questions or would like additional information with regards to the “step-by-step instructions”. Please note that I will send future communications clarifying the requirements for the new Honorarium Agreement Form as well as a revised process to streamline guest reimbursements.
This email has been posted to our Fiscal Announcements page.
Thank you,
Joe
Joseph C. Wright
Senior Director, Fiscal Affairs
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